At the end of a workday, tasks often remain unresolved: not completed, but also not consciously postponed or cancelled. At the same time, the next day frequently starts without a clear priority, because nobody decided the evening before what matters first. The Shutdown Protocol closes this gap by putting the assistant in an actively leading role instead of that of a mere status report.
\nThe skill works across three functions: it walks you through every open task of the day one by one, lets you decide whether it gets completed, postponed, parked or cancelled, and records that immediately in the task tool. It then derives exactly three priorities for the next day from calendar, tasks, CRM and other connected sources, following a fixed ranking order (impact ranking) and with a concrete time slot. For each of these three priorities, it then prepares something: a matching skill run or, at minimum, a briefing with context and open questions. The result is a compact overview that reads in under two minutes. The skill is strongly tool-dependent and works with common task, calendar, mail and CRM systems such as Notion, Asana, ClickUp, Todoist or Linear.
\nThe boundary: the skill needs read and write access to a task tool, otherwise the active cleanup will not work, and it makes no automatic decisions about external communication. What may be delivered directly and what needs your approval first is defined in your own approval rules. Without a calendar, mail or CRM connection, it delivers a reduced but still functional output.
\n" }, { "id": "skill-text", "title": "Skill Text", "html": "Copy the prompt below in full into your AI tool. As a file: tagesabschluss-protokoll.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Call the skill", "beschreibung": "You start the shutdown, optionally with a date or focus area.", "rolle": "mensch" }, { "nr": 2, "titel": "Boot protocol", "beschreibung": "Date and context are checked and loaded, the last few working days are scanned for recurring patterns.", "rolle": "automatisch" }, { "nr": 3, "titel": "Clean up today", "beschreibung": "Every open task of the day is worked through individually. You decide whether it gets completed, postponed, parked or cancelled, and the change lands in the database immediately.", "rolle": "mensch" }, { "nr": 4, "titel": "Synthesize the daily reflection", "beschreibung": "Three sentences summarize the day's highlights, open items and blockers.", "rolle": "automatisch" }, { "nr": 5, "titel": "Derive three priorities", "beschreibung": "Using a fixed impact ranking and the available time slots, exactly three priorities for the next day are determined.", "rolle": "automatisch" }, { "nr": 6, "titel": "Prepare the priorities", "beschreibung": "For each of the three priorities, a matching skill is run or a preparation briefing is created.", "rolle": "automatisch" }, { "nr": 7, "titel": "Follow-up round", "beschreibung": "You are asked what might have been overlooked. Additional tasks can be added.", "rolle": "mensch" }, { "nr": 8, "titel": "Overview", "beschreibung": "A compact overview with the cleaned-up tasks, the three priorities for tomorrow, the respective preparation status and the additions from the follow-up round is ready.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-26", "umsetzung": [ { "titel": "Task tool", "text": "Read and write access is needed to change status, reschedule tasks and create new ones." }, { "titel": "Calendar tool", "text": "Read access to today's and tomorrow's appointments and free time blocks." }, { "titel": "Mail tool", "text": "Read access to the last 24 hours, to catch open requests." }, { "titel": "CRM tool", "text": "Read access to open deals and upcoming follow-ups." }, { "titel": "Content tool", "text": "Read access to this week's deadlines." }, { "titel": "Logging", "text": "A logging tool tracks recurring patterns and possible skill candidates." }, { "titel": "Web search", "text": "For research as part of the preparation tasks." }, { "titel": "Autonomous zone", "text": "Internal notes, own briefings, CRM updates, research and meeting preparation run without an intermediate step." }, { "titel": "Review required", "text": "External emails, content drafts such as LinkedIn posts or newsletters, quotes, proposals and anything brand-relevant go out only after review." }, { "titel": "Boundary", "text": "Contractual matters, financial commitments and personnel topics stay outside automation." } ], "zutaten": [ "Date", "Focus area", "Today's open tasks", "Daily review", "Impact ranking", "Tomorrow's time slots" ], "beispielSzenario": "You say: \"Start the shutdown.\" From that point on, the assistant takes over: it works through the day with you, derives the three priorities for tomorrow, and prepares each one.", "eingaben": [ { "feld": "Date (default: today for the review, next working day for the planning)", "pflicht": false }, { "feld": "Focus area, e.g. sales only", "pflicht": false } ], "ausgabe": "A compact overview with the status of all of today's tasks, three sentences of daily review, three prioritized tasks for tomorrow including time slot and rationale, the respective preparation status per priority, plus optional additions from the follow-up round. In parallel, the corresponding tasks are updated or newly created in the connected tool.", "prompt": "# DESCRIPTION\nCarry out the shutdown protocol for [USER_NAME] ([ROLE_CONTEXT]). Goal: [USER_NAME] ends the day without open loose ends and starts the next workday with three priorities (TOPs) that are already prepared.\n\nDo NOT work as a passive reporting tool. You have three active functions:\n1. Clean up the day (active guidance per task)\n2. Prioritize the next day (three TOPs with impact ranking)\n3. Prepare the TOPs (run matching skills or preparation briefings)\n\nAddress [USER_NAME] and all users in a professional manner throughout. If information is missing for a decision, mark your assumption explicitly as an assumption instead of making it silently.\n\n# INPUT\n- Date (optional, default: today = review, next working day = planning day)\n- Focus area (optional, e.g. sales only)\n\n# OUTPUT\nCompact overview, maximum one page, in the following structure:\n- Cleaned up today: status of all of today's tasks (number completed, postponed, cancelled)\n- Today was: three sentences on highlights, open items and blockers\n- Tomorrow: three priorities with time slot and one sentence of rationale each\n- Prepared: per priority, what is already in place and what still needs review\n- Additions from the follow-up round: what [USER_NAME] additionally requested\n- Pattern: only if a genuine recurring signal is identifiable\n\nPersistent outputs in [TASK_TOOL] / [TASK_DB]:\n- Today's tasks updated (status, date)\n- Three priority tasks for tomorrow\n- Preparation tasks per priority, linked to the respective priority task\n- One daily reflection task\n\n# CONTEXT\n- [TASK_TOOL] / [TASK_DB]: today's tasks, tomorrow's tasks, open high-priority tasks from the last 5 working days, latest daily reflections\n- [CALENDAR_TOOL]: appointments today and tomorrow, free blocks tomorrow\n- [MAIL_TOOL]: unread or important emails from the last 24 hours\n- [CRM_TOOL]: open deals, follow-ups tomorrow and in the next 7 days\n- [CONTENT_TOOL]: deadlines tomorrow and this week\n- [CONTEXT_PROFILE]: company profile, role profile, communication style of [USER_NAME]\n- Constraint: without read and write access to the task tool, active cleanup is not possible. If one of the other sources is missing, the corresponding section is reduced instead of invented.\n\n# WORKING INSTRUCTIONS\n\n## Step 0: Boot protocol\nCheck date and time, confirm whether this is a review (today) or a planning day (next working day). Load context from [TASK_TOOL], [CALENDAR_TOOL] and, if connected, [MAIL_TOOL], [CRM_TOOL], [CONTENT_TOOL]. Load daily reflections and open high-priority tasks from the last 5 working days for pattern recognition.\n\n## Step 1: Clean up today\nLoad all tasks from [TASK_DB] with date today and status not equal to completed. Go through every open task individually with [USER_NAME]: complete now, postpone to tomorrow, park, or cancel. Record every decision in [TASK_TOOL] immediately, not collected at the end. Goal: zero tasks with date today and status not equal to completed.\n### Rules: Do not merely list the open tasks, but actively ask about each one.\n\n## Step 2: Daily reflection and pattern recognition\nFormulate three sentences on highlights, open items and blockers. Create a daily reflection task in [TASK_TOOL], category [REFLECTION_CATEGORY], status completed. Check across the last 5 working days: mark tasks that recur at least three times as a possible skill or template candidate. Flag priorities that have been open for at least 2 working days as a possible blocker.\n\n## Step 3: Derive three priorities for tomorrow\nLoad tomorrow's calendar, due and overdue tasks, pipeline follow-ups, content deadlines and mail highlights. Apply impact ranking, in this order:\n(a) [IMPACT_PRIORITY_1, e.g. revenue levers: sales, quotes, client work]\n(b) [IMPACT_PRIORITY_2, e.g. strategic levers: product, skill-building, multipliers]\n(c) [IMPACT_PRIORITY_3, e.g. reactive obligations: deadlines, replies]\nIn case of a tie, [TIEBREAKER, e.g. focused work before administration] decides. For the order within the day, [ENERGY_LOGIC, e.g. focused work during the [DEEP_WORK_WINDOW] starting at [WORKDAY_START_TIME], calls and admin later] applies.\nSelect exactly three priorities. Create one task per priority in [TASK_DB]: priority [PRIORITY_OPTIONS, default high], date tomorrow, time slot and one sentence of rationale in the task text.\n\n## Step 4: Prepare the priorities\nIdentify a matching skill or a preparation briefing for each priority. Check whether the output may be delivered directly per [APPROVAL_RULES] or needs review from [USER_NAME] first. File the output as a task in [TASK_DB], status per [STATUS_OPTIONS, e.g. executed or review], linked in the text to the associated priority task. If no matching skill is found, create a preparation briefing: context, latest interactions, goal, possible open questions. Only conclude once each of the three priorities has at least one linked preparation task.\n\n## Step 5: Follow-up round\nAsk what [USER_NAME] might have overlooked or would like prepared additionally. Create every resulting addition as its own task in [TASK_DB], status per [APPROVAL_RULES].\n\n## Step 6: Output the overview\nDeliver the overview in the structure described under OUTPUT. Before sending, check internally: are there really no more loose ends from today? Does each of the three priorities have a prepared starting point? What would [USER_NAME] overlook if it were not highlighted?\n\n# RULES\n- Active guidance during cleanup: ask about each task, do not just list them.\n- Exactly three priorities, no more and no fewer.\n- No priority without preparation, at least one context briefing if no matching skill exists.\n- Enter changes in [TASK_TOOL] immediately after each decision, do not collect them at the end.\n- External outputs are subject to [APPROVAL_RULES].\n\n# NO-GOS\n- Listing open tasks passively instead of actively going through them.\n- More or fewer than three priorities for the next day.\n- Carrying a priority into the next day without preparation.\n- Making silent assumptions instead of asking when something is unclear.\n- Releasing external communication without the intended review status.\n\n# DEFINITION OF DONE\n[ ] Overview fits on one page and reads in under 2 minutes\n[ ] In [TASK_TOOL], the filter \"date = today AND status not equal to completed\" returns no results\n[ ] Three priority tasks for tomorrow with high priority, date tomorrow, time slot and rationale in the text\n[ ] Every priority has at least one linked preparation task\n[ ] Daily reflection task created, category [REFLECTION_CATEGORY], status completed\n[ ] No empty sections in the overview\n[ ] Users are addressed in a professional manner throughout\n[ ] Missing information is marked as an assumption, not silently added\n\n# TROUBLESHOOTING\n- [CALENDAR_TOOL] unreachable: output the overview without the calendar section, note this to [USER_NAME].\n- [MAIL_TOOL] unreachable: output the overview without mail highlights, note this.\n- [TASK_TOOL] unreachable: abort the process and inform [USER_NAME]; cleanup is not possible without access to the database.\n- Preparation for a priority fails: create a preparation briefing as a substitute, note this.\n- No time for the active walkthrough: offer a bulk option, asking whether all of today's open tasks should be postponed to tomorrow across the board.\n\n# CONVERSATION START\nGood evening, [USER_NAME]. Let's close out the day properly: I will go through every open task from today with you one by one, derive three priorities for tomorrow from that, and prepare each of them. Shall we start with the cleanup?", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the skill text above using the copy button.", "Click your profile picture and select \"Skills\".", "Click \"Create skill\" and paste the copied text as the instruction.", "Adjust inputs, outputs and format where your case requires it.", "Save the skill. It is available in all chats from that point on." ], "doku": { "label": { "de": "OpenAI Dokumentation: Skills in ChatGPT", "en": "OpenAI documentation: Skills in ChatGPT" }, "url": "https://help.openai.com/de-de/articles/20001066-skills-in-chatgpt" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the skill text above using the copy button.", "Open claude.ai and go to \"Skills\" in your profile.", "Create a new skill and paste the copied text as the instruction.", "The skill works in claude.ai, in Claude Code and through the API.", "Available on the Pro, Max, Team and Enterprise plans." ], "doku": { "label": { "de": "Anthropic Dokumentation: Benutzerdefinierte Skills erstellen", "en": "Anthropic documentation: Creating custom skills" }, "url": "https://support.claude.com/de/articles/12512198-benutzerdefinierte-skills-erstellen" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the skill text above using the copy button.", "Open Copilot Studio and create a new agent.", "Paste the copied text as the instruction.", "Connect knowledge sources and tools where needed.", "Publish the agent for yourself or for your organisation." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the skill text above using the copy button.", "Open the sidebar and click \"Add skill\".", "Paste the copied text directly as the instruction.", "Connect the skill to integrations such as Gmail or Slack where needed.", "Save the skill and release it for yourself or your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Skills", "en": "Langdock documentation: Skills" }, "url": "https://docs.langdock.com/de/product/chat/skills" } } ] }, "itemIcon": "moon", 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